CTR053289 Supplemental CI.pdf

Page 1 of 4 SPO 101 - Competition Impracticable Procurement Authorization (rev 09-21)

Procurement Determination:

Competition Impracticable Authorization A.A.C. R2-7-E303

SECTIONS I THROUGH III MUST BE COMPLETED BY THE REQUESTOR

USE ADDITIONAL PAGE AS NECESSARY

SECTION I - Agency Request

1. Agency

2. Requestor 3. Email

4. Title 5. Telephone

SECTION II - Background

6. Service(s)/Material(s)

7. Supplier

8. Contract ID 9. CI Type

10. Requesting Term

11. Estimated Cost

12. Commodity

Page 2 of 4 SPO 101 - Competition Impracticable Procurement Authorization (rev 09-21)

SECTION III - Justification

13. Rationale

14. Provide details of the procurement need, reason for the competition impracticable, and how the proposed procurement is advantageous to the State

Page 3 of 4 SPO 101 - Competition Impracticable Procurement Authorization (rev 09-21)

15. Describe the procurement process, strategy to promote competition, and determination that the price is fair and reasonable

16. I have conducted research and determined that no mandatory state contract is available for the service(s)/material(s)

17. Signature 18. Date of Request

In accordance with the Procurement Rules, the Arizona Uniform Terms and Conditions must be made a part of all Contracts. If you will be required to sign a software licensing agreement or sign any other agreement containing terms and conditions, these will need additional review to ensure that the terms and conditions do not invalidate the Arizona Uniform Terms and Conditions. Approval of this request does not allow for agencies to exceed their dollar acquisition amount of delegated authority.

Page 4 of 4 SPO 101 - Competition Impracticable Procurement Authorization (rev 09-21)

TO BE COMPLETED BY PROCUREMENT AUTHORITY

SECTION IV - Approval

19. Determination

20. Approved Expiration Date

21. Comments, conditions, or restrictions (as applicable)

22. Print Name 23. Title

24. Signature 25. Date of Approval

AGENCY NOTICE: This is an official written determination in response to a procurement authorization request.

A copy of the form shall be maintained by the Agency and the State Procurement Office.

Upon completion, Requestor shall forward the signed form to the Contract Owner.

Contract Owner shall upload the signed approval version of this form in the eProcurement system.

If anticipated expenditure is above Agency's delegation, forward document to SPOCompliance@azdoa.gov.

26. Use section as necessary

SPO 101 Standard Work

Page 1 of 2 SPO 101 Standard Work (rev 09-21)

Owner State Procurement Office, Compliance Unit

Form Number SPO 101 - Competition Impracticable Authorization Version rev 09-21

Process Standard Work/Instructions for completion and submittal of the SPO 101 form. The form is available on the SPO website: For Agencies > Resources > Standard Forms and Documents.

No. Action Action Detail/Key Points

Sections I through III to be completed by the requesting Agency/Division:

SECTION I - Agency Request

1 Agency Name of the requesting agency

2 Requestor Name of the requestor

3 Email Email of the requestor

4 Title Job title of the requestor

5 Telephone Telephone number of the requestor

SECTION II - Background

6 Service(s)/Material(s) Description of service(s)/material(s) or Contract title (eProcurement Label)

7 Supplier Name of supplier(s)

8 Contract ID eProcurement contract number (if available)

9 CI Type Select applicable option:

- Authorization Request for a new CI

- Modification pursuant to R2-7-E303(E) for a CI modification

10 Requesting Term Specify contract term or extension period, as applicable, based on the CI

11 Estimated Cost Forecasted expenditures for the duration of the CI term

12 Commodity eProcurement system Commodity code(s)

SECTION III - Justification

13 Rationale

Select applicable option in accordance with A.A.C R2-7-E303(A):

- Compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 is impracticable

- Compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 is unnecessary

- Compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 is contrary to public interest

- Documented lack of suppliers

- Procurement requires an open and continuous availability of offerors

SPO 101 Standard Work

Page 2 of 2 SPO 101 Standard Work (rev 09-21)

Provide details of the procurement need, reason for the competition impracticable, and how the proposed procurement is advantageous to the State

Detail information regarding the rationale selected in the previous section;

agency use of the material(s) or service(s); if mandatory state contracts were explored; the limitation which led to the competition impracticable, and how the State would benefit from the procurement. If there is previous contract which requires modification pursuant to R2-7-E303(E) or contract that reached beyond the maximum 5-year term, provide the contract number and copy of that CI.

Describe the procurement process, strategy to promote competition, and determination that the price is fair and reasonable

Detail strategy for the proposed procurement, considered competition, reason for selecting specific supplier, and negotiations strategy.

I have conducted research and determined that no mandatory state contract is available for the service(s) /material(s)

Check the box confirming research was conducted. If the CI pertains to a modification pursuant to R2-7-E303(E), leave field empty.

17 Signature Signature of the authorized requestor

18 Date of Request Select the date of request from the drop-down calendar

Section IV to be completed by the Procurement Authority:

SECTION IV - Approval

19 Determination

Select applicable option in accordance with A.A.C. R2-7-E303(D):

- Request Authorized Pursuant to R2-7-E303

- Request Authorized with Conditions/Restrictions R2-7-E303

- Request Returned for Additional Information

- Request Denied

20 Approved Expiration Date Specify date or term of expiration

21 Comments, conditions, or restrictions (as applicable) Complete as needed

22 Print Name Printed name of the approver

23 Title Job title of the approver

24 Signature Signature of the approving authority

25 Date of Approval Select the date of approval from the drop-down calendar

26 Use section as necessary Section may be used by any party in case the fields within the document were insufficient

AGENCY NOTICE: This is an official written determination in response to a procurement authorization request.

A copy of the form shall be maintained by the Agency and the State Procurement Office.

Upon completion, Requestor shall forward the signed form to the Contract Owner.

Contract Owner shall upload the signed approval version of this form in the eProcurement system.

If anticipated expenditure is above Agency's delegation, forward document to SPOCompliance@azdoa.gov.

These services were originally awarded through a Request for Proposal to ImageTrend Inc., Contract ADHS11-004470 in 2010. After five (5) years, services were completed as a Competition Impracticable (CI) (ADHS16-114329). On August 17, 2021, under an approved Competition Impracticable determination, Contract CTR053289 Registry and Hospital Information was established with Image Trend to continue to provide the States EMS Registry System. This system allows agencies to securely submit electronic Patient Care Reports (eCPR) and other electronic records for the collection of EMS and trauma data per A.R.S. § 36-2208. Enhancing the current system with a License Management System (LMS), to be a functional management information system built into the current system will allow for interconnectivity and interoperability between all programs within ADHS and the Bureau. This upgrade is expected to cost $661,781.00 over the remainder of the Contract term through August 16, 2026. The LMS upgrade is vital for current and future success, offers one centralized portal that will improve efficiency, accuracy, organization of data, productivity, and ensure adherence with statutory and rule requirements. All aspects of EMS must follow multiple A.R.S. & Arizona Administrative Code (AAC) rules regarding the EMS system. The LMS will allow for better processes, better documentation, and improve metrics and record-keeping. ADHS is working with the Arizona Department of Administration (ADOA) on a Project Investment Justification (PIJ) prior to the implementation of the LMS. It would be impracticable for the State to attempt an additional and separate system as ImageTrend is providing the currently embedded system and would be cost prohibitive, time consuming and require excessive training efforts for all users to change systems at this time. ImageTrend has provided documentation stating their LMS is exclusively developed, distributed and supported by ImageTrend and a copyrighted and trademarked system. ImageTrend’s LMS system is both cost and time effective and is most advantageous to the State to enhance the current system.

Text15: ImageTrend’s LMS system is the only licensing application on the market that has been made by and for certified providers, and solely architected to allow data exchange for certifications within ImageTrend’s Elite system. This customized software, modules and extensions can only be performed by ImageTrend. It has been determined that price is fair and reasonable based on costs of other similar systems being utilized by ADHS. The State lab utilizes a laboratory information management system that cost $1,350,000.00 for a five (5) year term. The BEMSTS original cost over the five (5) year Contract term was $806,522.14 and with this enhancement the additional amount of $661,781.00 the new not to exceed total is $1,468,303.14. The statewide registry system is an embedded system and would not be practicable to do competitive bidding to obtain a new system at this time. For this reason, it is in the best interest of the State to approve this CI.